File Management Options

Purpose

Below are brief descriptions and instructions for all the different file management options the campus provides. By reading through you will be able to better understand what service(s) would work best for you.

Audience 

Faculty, Staff and Students

Important Notes

The software descriptions in the list below provide a high-level view of each and be able to compare more effectively. For more information on a specific software please see the Associated Links at the bottom of each software section.

File Management Options:

Microsoft Teams

Microsoft Teams is a collaboration tool that provides a dynamic and customizable workspace by integrating with other Microsoft 365 services such as OneDrive and other third-party connectors.

Communicate:

  1. Chat.
  2. Audio/Video Calls.
  3. Screen shares.
  4. Post Announcements.

Create & Share Content:

  1. Upload and save files/documents.
  2. Simultaneously work on documents with other team members.

Organize:

  1. Use Teams and Channels to create focused workspaces.
  2. Access content through one application vs multiple.

Benefits:

  1. All TAMUCC Faculty, Staff, and Students have a Teams account.
  2. Multiple ways to access:
    1. Windows.
    2. Mac.
    3. Mobile.
    4. Browser.

Drawbacks:

  1. Microsoft Teams is not made for individual use.
  2. Can be confusing if not configured correctly.

Associated Links:

OneDrive

Microsoft OneDrive is a file hosting and synchronization service operated by Microsoft. OneDrive supports all types of files and specializes in other Microsoft products such as Word, Excel, PowerPoint, and several others. OneDrive can be used when sharing documents. Rather than e-mailing and waiting for a reply, you can simply share the document and both parties can work at the same time and monitor live updates. 

Benefits:

  1. All TAMUCC Faculty, Staff, and Students have a OneDrive account.
  2. Multiple ways to access:
    1. Windows.
    2. Mac.
    3. Mobile.
    4. Browser.

Drawbacks:

  • Files are owned by the creator and need to be transferred if the creator leaves the university.

Associated Links:

Syncplicity

Syncplicity is a file share and synchronization service. This service allows clients to store and synchronize files between computers. It supports Microsoft Windows and Mac OS; however, only campus owned machines have Syncplicity installed. Although if you are using a personal machine, all files can be accessed via the web. Like OneDrive, you can share files for others to edit. 

Benefits:

  1. Multiple ways to access:
    1. Windows.
    2. Mac.
    3. Mobile.
    4. Browser.

Drawbacks:

  • Files are owned by the creator and need to be transferred if the creator leaves the university.
  • Students do not have an account (unless they are a student employee).

Associated Links:

I: Drive

The I: Drive is a file sharing service that allows clients for both Windows and Mac machines to be able to create shared folders and allow for certain clients to have access. These shared folders can also be shared with anyone on campus; however, they can only be accessed on a university machine, unless the client has access to VPN, (see associated links for more instructions). Additionally, these drives are owned by the university, which means if an owner or member leaves the university, the TAMUCC IT team can still get access to recover files stored in these folders. 

Benefits:

  1. No software needed if you are on-campus or able to use VPN remotely.
  2. Windows and Mac friendly.

Drawbacks:

  • Only one user can edit a document at one time.
  • Requires additional steps to access if you are off campus (see Associated Links).
  • Requires VPN and then Mapping a Shared Drive.

Associated Links:

3rd Party Products

We do not recommend the use of third-party products such as Dropbox, iCloud, Google Drive, and others, as these can pose a security risk and TAMUCC has not approved them as secure options. In addition to the associated security risks, if an employee leaves TAMUCC, the University will have no way to retrieve any information saved on third-party products. If you have any further questions, please contact the IT Service Desk at 361-825-2692.